Widow Retreats Ltd – Terms & Conditions

Last updated: April 2025

These Terms and Conditions apply to all retreat bookings with Widow Retreats Ltd ("we", "us", or "our"). By booking a retreat, you acknowledge that you have read, understood, and agreed to these terms.

1. Booking and Confirmation

To secure your place on a retreat, a completed booking form and non-refundable deposit are required. All bookings remain provisional until full payment is received and a formal confirmation email is sent. Please do not book transport until you have received written confirmation of your retreat booking.

2. Fees and Payment Terms

The retreat fee includes planning, organisation, and delivery of services. Full payment is due six weeks before the retreat unless agreed otherwise. Failure to pay by the due date may result in cancellation without refund. We do not issue payment reminders. A non-refundable deposit is required to secure your booking. This deposit is not transferable to other events unless agreed in writing.

3. Client Responsibilities

Clients are responsible for arranging travel to and from the retreat, and for bringing appropriate clothing and medical supplies. All guests must have suitable travel and medical insurance, including cover for cancellations and Covid-related issues. Clients must inform us in writing of any health issues that may affect their participation.

4. Health and Medical Conditions

Participation is at your own risk. If you have a medical condition that may impact your participation, you must inform us before booking. Failure to disclose relevant health issues may result in removal without refund. A doctor's note may be requested in some cases.

5. Changes and Cancellations by Client

All cancellations must be made in writing. Charges are based on the number of weeks before the retreat:
- Less than 8 weeks: 100% retained (unless place resold: 30%)
- 8–12 weeks: 75% retained (unless place resold: 30%)
- 12–16 weeks: 50% retained (unless place resold: 30%)
- More than 16 weeks: 30% retained

All refunds are minus card fees, third-party commissions, and a £50 admin fee. Refunds are issued in GBP via bank transfer.

6. Date Changes by Client

Requests to transfer bookings are at our discretion and subject to a £50 admin fee. Requests within 14 days of the retreat cannot be accommodated. Medical proof is required for changes made within one month of the retreat.

7. Cancellation by Widow Retreats Ltd

We reserve the right to cancel retreats. In such cases, we will offer an alternative date or a full refund, excluding non-refundable booking fees. We are not liable for costs outside of fees paid directly to us.

8. Force Majeure

We are not liable for cancellations due to events beyond our control including natural disasters, illness, pandemic, government action, etc.

9. Behaviour and Conduct

Guests must behave respectfully. Disruptive, illegal, or offensive behaviour will result in removal without refund.

10. Services and Participation

We reserve the right to alter retreat activities. Participation is optional and no refunds will be issued for missed or declined services.

11. Accommodation and Property

Retreat venues may offer shared or single occupancy. No maid service is included. Guests are liable for any damage they cause. We are not responsible for loss or theft of belongings. £30 + VAT applies for return of forgotten items. Full board includes breakfast, lunch, and dinner on full retreat days. Depending on arrival and departure times the appropriate meals will be provided and made clear in the booking information.

12. Liability

Participation is at your own risk. We are not liable for personal injury, loss of property, or travel delays. Guests must have adequate insurance to cover health, travel, and personal belongings.

13. Media and Photography

We may take photos or recordings during the retreat. These may be used for promotional purposes. If you do not wish to appear in media, notify us in writing at least 7 days before the retreat.

14. Copyright

All retreat content and materials are the intellectual property of Widow Retreats Ltd and may not be reproduced without permission.

15. Privacy

We process personal data in accordance with the UK GDPR and the Data Protection Act 2018. Your data is stored securely and only used for the purposes of delivering our services. Please refer to our full Privacy Policy for more details.

16. Complaints

Any concerns during the retreat should be raised with the retreat leader immediately so they can be addressed. We are committed to resolving issues promptly and respectfully.

17. Assignment

Clients may not assign or transfer their booking to another individual without prior written consent from Widow Retreats Ltd. If you wish to transfer your place, please notify us in writing with the full details of the replacement attendee. Widow Retreats Ltd reserves the right to refuse a transfer at our sole discretion. If a transfer is declined and the original client cannot attend, the standard cancellation policy will apply.

We may assign or subcontract elements of the retreat delivery to trusted third parties without your prior consent.